Protecting your data: the complete backup guide
Why back up?
Digital data is fragile. A hard drive can fail overnight, a virus can encrypt all your files, and a single wrong click can erase years of work.
The main risks
- Hardware failure — drives have a limited lifespan;
- Ransomware — malware can lock your files in seconds;
- Human error — accidental deletion, wrong formatting;
- Physical disaster — fire, flooding, theft, lightning;
- Faulty update — a system that won't restart.
A backup is not optional — it's insurance. And like all insurance, you only regret not having it when you need it most.
The golden rule: 3-2-1
IT professionals rely on a proven rule to guarantee data resilience:
| Number | Rule | In practice |
|---|---|---|
| 3 | Copies of your data | Original + 2 separate backups |
| 2 | Different media | Local drive, NAS, cloud, USB stick… |
| 1 | Off-site copy | Stored elsewhere, disconnected from the network |
Backing up your PC
Backing up a computer means creating a complete disk image or regularly copying important files to a safe medium.
Macrium Reflect — our recommendation
A professional and reliable solution for creating complete disk images of your PC. It lets you fully restore a failed system, even onto a brand-new drive.
- full disk image;
- automatic scheduling;
- restore to a new drive;
- clear interface;
- Windows 10 and 11 support.
Other notable solutions
- Windows Backup & Restore — built into Windows, simple but limited;
- Veeam Agent — very powerful, business-oriented;
- Clonezilla — free, for advanced users;
- Acronis Cyber Protect — comprehensive, with built-in anti-ransomware.
Backing up your emails
Your inbox often contains contracts, invoices, professional exchanges and personal memories. Yet few people think to archive them offline. A hacked account, a provider shutting down or an accidental deletion — and your email history is gone for good.
MailStore Home — free and essential
A free application that archives all your emails locally from Gmail, Outlook, Yahoo or any IMAP/POP3 server. You keep an offline, searchable copy that is independent of your provider.
- completely free, multi-account;
- ultra-fast search;
- PDF and PST export;
- works offline.
Why archive your emails? To free up server space without losing anything, access your history offline, protect yourself against account closure or hacking, and keep a legal and tax record of your exchanges.
Hardware: drives and NAS
External USB hard drives
An affordable, simple and fast solution. For optimal security, use drive rotation:
- drive A — regular automatic backups;
- drive B — kept up to date, disconnected, stored elsewhere;
- swap them every week.
In the event of fire or ransomware, the unplugged drive stays safe.
Our usual choice: a 2 TB LaCie external drive — sturdy and reliable.
NAS — network storage
A NAS is a small server connected to your network that centralises backups from several computers.
- Synology — intuitive interface, ideal for beginners;
- QNAP — very powerful, aimed at professionals;
- Asustor — good value for money.
Our usual choice: a 2-bay Synology NAS, more than enough for a family or a small team.
Online backups (cloud)
Cloud services add a layer of protection by storing your data on remote servers, safe from theft, fire and local disasters.
- Backblaze — unlimited backup at a very competitive price;
- Carbonite — established and reliable;
- IDrive — several devices with a single account;
- Google Drive / OneDrive / Dropbox — handy for synchronisation.
⚠️ Synchronisation (OneDrive, Dropbox) is not a backup. If a file is deleted or encrypted on your PC, the change propagates to the cloud. Use a dedicated backup service with version history instead.
The recommended strategy
Here is a robust, accessible and affordable backup architecture for an individual or freelancer:
- Weekly disk image with Macrium Reflect to an external USB drive;
- Two-drive rotation: one connected for automatic backups, one disconnected and stored safely, swapped every week;
- Monthly email archive with MailStore Home;
- NAS (optional but recommended) for intermediate backups;
- Cloud as a last resort in the event of a major disaster.
Need help getting started?
Setting up these tools can feel daunting. We offer personalised assistance to install Macrium Reflect, configure MailStore Home, set up your drive rotation or install your NAS.